Batch Entry Routine

Owned by Daria Chebotaieva
Last updated: Feb 25, 2022 by Halvard Meijer

This article explains how to use Batch Entry routine as a powerful tool of adding multiple payment transaction into the system in batch.

Introduction

Batch Entry is a very quick and simple way of adding multiple payments to the employees directly from APM application without any import file.

This routine allows to upload payment entries for several crew members at the same time. The transactions can be uploaded either into the current or future payroll period (PW001PAY table).

To access the routine, go to Payroll tab > Batch Entry as shown in the below screenshot.

The below window will open up from where you add payments to the employees and upload them into the system.

The list of persons will be by default taken from your current Crew List View. So, make sure that you have the correct view opened before you proceed with Batch Entry (e.g. Payroll/ Payment view).

The filter applied to the selection in the Crew List will also affect the selection in Batch Entry list.



List of Entry codes available for selection can be limited. Option Remove From Batch Entry list can be set on those Entry codes that should not be on the list.



Upload process

  1. Select the Entry Code to be uploaded, define correct Currency code & Currency rate that will be applied to all the transaction ( can be left blank if calculation currency is used).
    You can also add additional Text/ Comment to the entries. It will be added to L38 field on the Entry Code.

  2. If you wish the Batch Entry transactions to appear in current period, you do not have to fill in From/To Period You should fill in From/To Period if transactions should be linked to some future period(s).

  3. If you need more than 1 record of the same kind for some of the employees, you can select those persons in the list and click Duplicate. As a result, you will have 2 lines per person. Otherwise you can use Delete button to remove a record from the list.
    It is useful if you duplicated the wrong record or forgot to filter off someone in the Crew List.

  4. Fill in payment information for each person (Amount, Date From/To, Vessel etc.).

    Amount is considered as significant value, so if any column is populated but Amount = 0 - application will notify you with a warning. You will still be able to create a transaction even if amount = 0.

    If no field is populated for a person - no transaction will be created.

  5. You can also Print a report of the Batch Entry selection with totals of the amounts entered.

  6. After you added all the needed information and ran a report you can generate entries in the system. Click Create Entries to do this.

Additional possibilities

  1. Prepared transactions can be Saved if you are not finished and module can be closed, and then reopened later with Load.

  2. If you wish to use previous (last completed, e.g. from previous Month) batch entry you can use Load Previous.

  3. To find the necessary person please use Search on any displayed column except of ones that are open for editing.